Administrative Specialist: Program & Data Support

Staffing Solutions Organization LLC (SSO); Augusta (ME); On-site; USD 42,000 - 52,000; Full time

Job summary

Staffing Solutions Organization LLC (SSO) is seeking Administrative Specialists to provide high‑level administrative, technical, and customer support to programs serving Maine residents, families, providers, and community partners. You will manage data, support eligibility and case processes, and coordinate communications in a fast‑paced, service‑oriented environment.

The ideal candidate is organized, detail‑focused, adaptable, and comfortable applying policies and procedures while interacting

Qualifications

• Experience in administrative, office support, or customer service roles.
• Strong data entry accuracy and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and ability to learn proprietary systems.
• Ability to gather, evaluate, and document information clearly and accurately.
• Strong written communication skills and ability to work independently in a fast-paced environment.
• Commitment to confidentiality and professionalism.
• Ability to interact effectively with individuals from diverse backgrounds.

Responsibilities

• Serve as a front-line resource for clients, families, providers, and partners via phone, email, mail, and in-person interactions.
• Respond to inquiries, provide program information, and offer basic technical assistance (e.g., portal navigation, login support).
• Educate clients on program requirements, benefits, and processes as appropriate.
• Support issue resolution related to eligibility, services, claims, or access barriers.
• Process applications, service requests, and documentation with accuracy and timeliness.
• Maintain organized records, files, and documentation systems.
• Prepare, edit, and manage professional correspondence, reports, and official notices.
• Coordinate meetings, travel, scheduling, and logistics for staff and clients.
• Support compliance with State and Federal regulations, documentation standards, and confidentiality requirements.
• Review, validate, and update data across multiple systems.
• Apply policies, rules, and procedures to determine eligibility or support case evaluations.
• Research program, claims, or service information to support decision-making.
• Identify errors, inconsistencies, or barriers and take corrective action within established guidelines.
• Assist users with system navigation, forms, and basic troubleshooting.
• Develop or maintain templates, forms, charts, tables, and internal communications.
• Capture detailed meeting minutes and support team coordination.
• Contribute to workflow improvements, process updates, and special projects.
• Participate in team meetings, case discussions, and supervision sessions.
• Provide training, orientation, or work direction to team members as assigned.
• Collaborate with internal and external partners to support coordinated service delivery.

Skills

Data entry accuracy

Microsoft Office

Communication skills

Time management

Customer service

Job description

Staffing Solutions Organization LLC (SSO) is seeking Administrative Specialists to provide high‑level administrative, technical, and customer support to programs serving Maine residents, families, providers, and community partners. You will manage data, support eligibility and case processes, and coordinate communications in a fast‑paced, service‑oriented environment.

The ideal candidate is organized, detail‑focused, adaptable, and comfortable applying policies and procedures while interacting